Autofill: Automatically Populate Record Fields

Autofill is an AI Skill part of LogicGate AI capabilities that helps you accelerate form completion by automatically filling out editable fields in a record using AI-generated suggestions. You can provide an AI prompt, upload a supporting file, or use both to generate context-aware responses.

Autofill Demo Video

How to enable Autofill

1. Log in to LogicGate platform as an admin user.

2. Go to Admin → AI Control Center to enable Autofill Record feature toggle.

Note: After Autofill is enabled at the global level, it will remain Deactivated by default at each step until turned on in the step configuration. The system admins and builders can further control Autofill at the Workflow Step level, giving you more control over where Autofill is available. Once enabled, record assignees—both internal and external users—can then use Autofill to complete records efficiently.

3. Navigate to the Workflow Step where you want to enable Autofill.

4. Click Configure Step, toggle the Autofill to activate or deactivate Autofill for that step.

How to autofill a record?

1. Assign the record to yourself. Only the record assignee can see and access the Autofill banner on the record.

2. Configure Autofill Sources: Click the AI Autofill button on the banner on a record to open the Configure Autofill Modal. Choose how Autofill should generate suggestions. You can:

• Use an AI prompt

• Upload a file. Supported formats include: .PDF, .CSV, .JSON, .TXT, .PNG, .JPG, .JPEG, .GIF, .WEBP, .WAV, .MP3, .MPEG, .MPGA, .M4A, .OGG, .WEBM, .DOCX, .PPTX, and .XLSX.

• Combine both (for richer context)

Note: 

• The following limitations when using Autofill with a source prompt or file:
  • Maximum file size: 100 MB
  • Maximum prompt length: 1,047,576 tokens (~785,000 words)
  • Attachments: Only one attachment is supported per Autofill session (Beta version)

3. Review AI Recommendations: Autofill scans all blank, editable, and visible fields across every page of your record in the current Workflow Step. Suggested values are automatically filled in and marked with a purple “Autofilled with LogicGate AI” label. Autofill may take up to 2–3 minutes to populate values depending on the number of fields on the record and input source complexity.

   Note:

   • All AI-generated values are autosaved and the Autofilled with LogicGate AI label is preserved on the Record across Steps. If you manually change a value, the AI label is removed.
   • All Autofill-generated values are also recorded in the Field Audit Log, preserving the history of what Autofill previously populated.
   • Autofill will populate supported fields only when enough context is available from the selected sources. If the provided prompt or file lacks sufficient information, some supported fields may remain blank.

4. Filling Conditional Fields: When new fields appear due to conditional logic, click Autofill Empty Fields to automatically populate the newly revealed blank fields. 

   After each Autofill run in a session, Autofill displays key statistics, including:

   • Number of fields autofilled in the latest run
   • Number of new empty fields revealed
   • Autofill run time in seconds
   • Source file used if applicable

   Note: Refreshing the page resets the Autofill session. When this happens, previous Autofill session stats will be cleared.

Understanding Confidence Levels and Reasoning

After Autofill populates a field, each value displays a confidence level — High, Medium, or Low — along with reasoning and citations from the source document or prompt. This helps you quickly assess which values to review more carefully.

Supported Field Types

Autofill Best Practices

Tip: Guide Autofill behavior with your prompt

• "Populate as many fields as possible" — Autofill fills more fields but may return lower-confidence values
• "Don't fill out fields with low confidence level" — Autofill is more conservative and leaves uncertain fields blank

AI might make mistakes, so always review AI-generated values before submitting your record.

Autofill prioritizes parsing and searching the information provided in your prompt and/or uploaded file to generate recommendations. It also considers each field’s context—such as workflow name, field name, label, tooltip, and guidance text—to ensure relevance. 

To improve Autofill accuracy, provide detailed prompts or input files and include meaningful field context in your records.

Troubleshooting

Autofill appears to time out on large records

Autofill runs that take longer than 3 minutes may appear to fail — but autofill may still be running in the background. Wait a few minutes, then refresh the record page. Your fields may already be populated.

This is most likely to occur when:

• The record has 350+ visible blank fields
• Attached files are 5 MB or larger

Workarounds:

• Reduce the number of visible fields before running autofill (e.g., hide sections not relevant to the current run)
• Use smaller or compressed file attachments where possible

Roadmap

The following capabilities are not yet available in Autofill. If you’re interested in these enhancements, upvote the related Feature Requests to help us prioritize them in future releases:

• Overwrite existing field values with Autofill
• Retain session stats and source history after page refresh
• Support password-protected file uploads
• Use multiple input files or records as Autofill sources

FAQs

1. What file formats can Autofill process to populate field values?

• Documents: PDF, CSV, JSON, TXT, DOCX, PPTX, XLSX
• Media: PNG, JPG, JPEG, GIF, WEBP, WAV, MP3, MPEG, MPGA, M4A, OGG, WEBM
• Max file size: 100MB

2. What fields will Autofill populate?

Autofill fills blank, visible, and editable fields in the current Workflow Step. For newly revealed conditional fields, click Autofill Empty Fields to populate them.

• Fields Directly Supported: Text, Text Area, Radio, Checkbox, Select, Multi-Select, Number, Date Picker
• Fields Indirectly Supported (saved but not labeled by "Autofilled by LogicGate AI"): Standard & Date Calculations, Text Concatenations, Linked Record Counts 
• Fields Not Supported: User, Attachment, E-signature, Due Date

3. What happens if a user edits the field autofilled?

When a user edits a field previously autofilled by LogicGate AI, their new input replaces the AI-generated value, and the “Autofilled by LogicGate AI” label is removed.

4. Who can run Autofill? Can I limit who has access to use the Autofill?

Only the record assignee—whether an internal or external user—can run Autofill. Other users can view the results and field audit history generated by Autofill but cannot rerun or modify it. 

In the Beta version, access control isn’t yet configurable, so Autofill is automatically available to any record assignee.

5. Is Autofill available for external users?

Yes - autofill is available for external users if the user is the record assignee. However, Autofill is not available via the public URL.

6. What prompt does Autofill use?

Autofill uses a built-in “base prompt” for every field it fills. This prompt gives the AI enough context about what the field means and where it belongs, so it can generate accurate and relevant suggestions.

In plain terms, the base prompt says something like:

“This is the [field name] field, labeled as [label name], in the [workflow name] workflow. Here’s the tooltip: [tooltip text]. Use the exact information from the file or text provided. Don’t make things up.”

Depending on the type of field, Autofill also adds a few simple rules:

• Text / Text Area: write normal plain text — no formatting or symbols.
• Number: give a number (like 42 or 3.14). If it can’t find one, leave it blank.
• Date / Due Date: give a date in this format: YYYY-MM-DD HH:MM:SS. If unsure, leave it blank.

If the field includes Guidance Text, the AI also sees that and uses it to fine-tune its answer.
For example, if a guidance note says “Convert to percentage,” the AI will factor that in.

When both a prompt and a file are provided, Autofill combines them — using the text prompt for direction and the file as supporting context — before generating answers.

7. Are prompts and files saved between sessions?
No - Prompt and/or file used in each Autofill session is not saved in the database. By refreshing the page, the session resets and the prompt and/or file will be cleared. 

8. Where is AI traceability shown?

• On Record: purple “Autofilled by LogicGate AI” label under each field
• Field History Log & Export: fields' executor is “Autofill", showing prompt and file metadata

9. What models are used in Autofill?
OpenAI Whisper-1 (for audio/video transcription) and GPT-5-mini (for text generation). For the latest models used by each LogicGate AI Skills, please refer to the model version on the AI Control Center

10. How is my data protected when it’s sent to AI for Autofill?
Your data is protected through end-to-end encryption. When you run Autofill, only the supported fields on the record and prompt/file in the session are transmitted to OpenAI’s API for processing. The data is never used to train AI models, and if you use LogicGate’s managed key, OpenAI retains it for 30 days only for security monitoring before deletion. If you prefer full control, you can connect your own OpenAI API key, which lets your organization manage data handling and retention directly. For a deeper look at LogicGate AI’s privacy and governance safeguards, see the Help Center article: Convince Your Boss: Why LogicGate AI

11. What happens if my record has Hidden or Inactive fields?

Autofill skips any fields that are hidden by conditional logic or located within inactive sections. Once these fields become visible or active, click Continue Autofill to automatically populate them.

13. Can I review or edit the AI prompt before each Autofill run?
Yes – before each Autofill run, you can review and modify the AI prompt and/or import file directly in the Configure Autofill modal. This lets you tailor instructions or add specific context before generating field suggestions.